FAQ

How do I send Sensitive Data by email?

What is Sensitive Data?

Restricted CCN data and data classified as “personal data” under the Data Protection Act must not be sent by email unless encrypted. Emails might be intercepted or miss delivered en route. Sending this type of data could be considered a breach of confidentiality and if personal data is lost of disclosed, the College could suffer a heavy fine as well as suffering damage to its reputation.

(i) Personal data is defined as “data which relates to a living individual who can be identified by that data”. Personal data includes but is not limited to:

• Student records;
• Employee records;
• Certain research data;
• Medical records;
• Financial records.

(ii) Restricted data or corporate data and intellectual property, includes but is not limited to:

• Strategic planning;
• Financial information.

Guidelines

There are several options available for encrypting email, not all of which are covered by this article.

Encrypted archives as attachments

Users wishing to send a sensitive attachment with an email that does not otherwise contain sensitive information my find that the simplest method is to create an encrypted archive containing the file and attach the encrypted archive to the email. The main advantages of this method are that it is simple, and the software required for decryption is freely available.

The main consideration with this method is that the password on to the archive must be passed to the recipient. This should be done by a medium other then email.

Also, a sufficiently strong encryption algorithm should be used. Most up to date archive software supports AES encryption eg a .zip archive created with 7-Zip.  7-Zip is included on ALL CCN computers.

Where have my Sticky Notes gone?

As part of the migration your computer profile will be reset.  This means your Sticky Notes will be lost.
Before the migration, copy any Sticky Note text that you want to keep into a Word document and then save it to your desktop.
Once you have been migrated you can copy the text back to Sticky Notes.
A great alternative to Sticky Notes is OneNote.  Click here to find out more.

How do I log in?

Visit https://login.microsoftonline.com or use the “Email” link on the college website

How do I reset my O365 account password?

Faculty, students, and staff should change their password when logged in to a computer at work or college.  Press CTRL ALT DEL and follow the instructions.  This will also change your O365 password. (This may take up to 3 minutes)

Will my email address change after the migration?

No, you will keep your existing email address.

Will my password be different for Office 365?

No, you will log in using your City College login credentials (firstname.lastname@ccn.ac.uk and your password)

Will my Outlook rules still work after being migrated to Office 365?

Your rules will be migrated to Office 365.  There may be some rules that display an error in Outlook after the migration.  This is usually caused by a missing message or folder referenced in the rule. 

See Backup and Restore Outlook Customisations for Import \ Export of Outlook Rules or contact the Help Desk if you would like assistance.

I check my mail using my phone or tablet. Will that work with O365?

Yes, but first you will need to reconfigure your device so it can connect to your mailbox in its new location. You can change the server to outlook.office365.com or simply remove the account and recreate it, the settings will be automatically configured for you.

What is Clutter?

Clutter moves your low priority messages out of your Inbox so you can easily scan for important messages. Clutter analyses your email habits, and based on your past behaviour, it determines the messages that you’re most likely to ignore. It then moves those messages to a folder called Clutter, where you can review them later. Clutter is switched on by default, for more information please see this guide.